BRENDA. D. MARAK

MBA 0710

1st Semester

How to use spreadsheet

Using the keyboard command and

mouse syntax of Excel by Microsoft for this example. In what follows, what you enter on the

keyboard will be in bold.

Special keys, like the key labeled “Enter” will be

written as: <Enter>, and

menu options will be bold-italic.

Let’s suppose you have a number of data points such as data on a series of cylinders. You want to

perform some statistical analysis, perhaps to find the sum, mean and standard deviation of the various

data sets. The first step is to set up the organization of the rows and/or

columns. Perhaps you decide to list the rows as the separate

measurements, and the columns as your measurements on each as

follows:

Row 1 contains the titles of the columns as text. Each box in which you enter something is called a “cell”. Excel

recognizes the data in a cell as you type it in as either text or a number by the firstcharacter. So we begin by moving the cursor (either with the mouse or the keyboard arrow keys) to the cell A1

(column A row 1). When the cursor is in a cell, that cell appears to have a dark

border. Typing the first “C” of “Cylinder” alerts Excel that the cell will contain text, and not a number. Excel is quite good at figuring out your input. It can recognize numbers, text, even a variety of date

formats. For now we type Cylinder in cell A1. Notice as you type, the input is shown at the top, in the “formula bar”, as well as

in the cell itself. You can backspace; delete, etc. in order to get your input

correct. When it’s OK hit the <Return> or <Enter> key to place the word in the cell. If

it’s incorrect after you have hit <Enter>, you can still correct it by simply typing it

again in any highlighted cell. If the entry is a long one, you can highlight the cell,

move the mouse pointer to the incorrect spot in the formula bar, and correct it

there, and <Enter> it again.

The preceding syntax means to choose the menu items at the top of the spreadsheet in sequence. Click the left mouse button first on the word File at the top left, then choose the Column option,

and finally choose AutoFit Selection.Now move the highlight to cell A3. Type the

numbers 1-9 for the cylinders you measure down the column A to complete the organization. If you

make any mistakes, simply type the new data over the old. Next enter the data so that the

spreadsheet looks like this:

Move the highlight to B14 and type: =average(B3:B11) to get the mean. Do this in lower case. Watch the entry in the formula bar at the top of the spreadsheet.

When you hit the <Enter> key, the formula in the bar at the top changes “average” to upper case. This means that Excel recognized your entry as an

Excel function. It left “Cylinder” as it was entered before, since that isn’t a function. This is a nice feature, and I always enter my functions in lower case, letting Excel tell me if I entered them correctly when it changes to upper case.

Let’s do a standard deviation too, but in a different manner. Type only: =stdevp( in cell B15 for the standard deviation, but do not yet hit <Enter>. Now move the

mouse cursor to cell B3, hold down the left button, and “drag” the highlight to cell B11. Note that it now says “=stdevp(B3:B11” in the bar at the top. Just move the cursor to the upper function bar and add the right parenthesis and hit <Enter>.Excel will then create the standard deviation for the column of data in cell B11.In order to know what your values are, you should type: Sum in cell A13, Mean

in A14, and S. Dev. in A15. The sheet will now look like:

Click it with the mouse, or hit Alt-F. The underlined F in Format is the key that, if hit while

working in the menu area, will execute the selection. The <Alt> key gets you into the menus

via the keyboard.Next select Cells. Once again, you can click on it or choose “e” on the keyboard (e because C is for Column...note that the e is underlined) You don’t need to press Alt this time, since you are already in menus when you hit Alt the first time. Excel brings up a new menu with a number of formatting choices. Choose Number for the

formatting options that pertain to numbers. You can either select from the offerings, or type in your own. We’ll do the latter. Move the cursor down to where it says “General” (the default

choice) by using the mouse or Tab key and type: 0.0. Excel interprets this as any number with a single decimal. It also adds this to the list for

future selection. Hit <Enter> or click “OK” and everything will be formatted to one decimal

place. Shortcut: use the “.00 →.0” icon in the menu bar to reduce the number of decimal

places in a highlighted cell by one.

How to use MSWORD

Switch on your computer and wait until a whole lot of picture symbols appear with a Start button on the bottom left of the screen. Use the left button on the mouse to click on the Start button. Then click on programmes and then double-click on the MSWORD programme. Some computers have a MSWORD symbol that will come up when your computer is on and you do not have to go to start – simply double click the left button of the mouse on the symbol.The Microsoft word programme will appear on the screen.There will be a blank screen called Document 1. Every thing you type is called a document. Above the blank screen there are various terms and signs you should know about.

1• The first line has a list of titles called commands -

File, Edit, View, etc

2

• The second and third lines are called the toolbar and have different blocks that you can use to give quicker commands to the computer.

3• The fourth line [if there is one] shows your page

margins – it is called the ruler.

Click on this and a box with different sections will appear. This is

your file organiser and you use the first section:

To start a new document (click on new) You can use the block with a folder on it on the toolbar to do this more quickly. Use your mouse to click on it.)

To open an old document (click on open) and then click on the name of the document you want to open

To close a document. The computer will ask you if you want to save it before you close it and then you click on Yes or No.

The next section is to do with saving documents.If you press save, the document will be saved under its heading in the general folder called My Documents. You can do this with the block on

the toolbar showing stiffy disk. Click on it with your mouse.Save As allows you to save a document under a new name in the folder

of your choice. When you click on Save as, a new box will open on screen. First go to the Save In square. It should say My Documents. In the block below yellow folders will appear if you have made them. (See Step 2 in Using MSWORD as an Office) Click on the folder you want to

save the document in. Click on Open. Then check that you like the name of the document. If you like it press save. If you don’t like it delete

the file name and type a new name. Then click save.If your document is an update of an old document but you want to save it as a new version click on Version in the Save box under file. Type in your comments and click Save. (I don’t use this much as I just give the document a new date and use Save As to save it under a new name.)The next section is to do with how the document looks (Page Set Up)

and Print Preview and to print documents.

Sourceswww.wikipedia.com

THANK YOU